Project Closeout Template
The project closeout template below is free to preview and install in Zealos. Comprehensive closeout checklist covering warranties, as-builts, training, final inspections, and turnover.
Preview: Project Closeout Checklist
Project Closeout Checklist
Start closeout activities 60 days before substantial completion. Every day of delay after SC costs you retainage interest and goodwill.
Project Info
Field | Value |
|---|---|
Project Name | [Project Name] |
Substantial Completion Date | [YYYY-MM-DD] |
Final Completion Date | [YYYY-MM-DD] |
Warranty Start Date | [YYYY-MM-DD] |
Retainage Held | [$XXX,XXX] |
Documentation
As-built drawings updated and submitted to architect
O&M manuals compiled for all building systems (3 copies + digital)
Warranty letters collected from all subcontractors
Equipment warranties registered with manufacturers
Attic stock delivered and inventoried (ceiling tiles, paint, flooring)
Keys, access cards, and security codes turned over to owner
Spare parts and special tools delivered per spec
Inspections & Approvals
Final building inspection — Certificate of Occupancy obtained
Fire marshal inspection passed
Elevator inspection and certificate obtained
Health department inspection (if applicable)
Environmental closeout (SWPPP termination, NOT filed)
Third-party commissioning complete and report issued
Architect substantial completion punch list — 100% resolved
Training & Turnover
HVAC systems — training delivered and documented
Fire alarm and sprinkler systems — training delivered
Building automation system (BAS) — training delivered
Security and access control — training delivered
Elevator operation — training delivered
Maintenance schedule provided for all systems
Financial Closeout
All change orders executed and closed
Final pay application submitted
Final lien waivers collected from all subs and suppliers
Consent of surety obtained (if bonded)
Retainage release requested
Final project cost report prepared
Do not request retainage release until ALL documentation, lien waivers, and inspections are complete. Incomplete submittals are the #1 reason retainage is withheld.
About this template
Project closeout is where retainage is earned — or stuck in limbo for months. This checklist ensures nothing falls through the cracks: as-built drawings, O&M manuals, warranties, final inspections, lien waivers, training, and formal turnover. Use it starting 60 days before substantial completion to keep closeout on track.
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